Executive Assistant - Americas

About the role

The Executive Assistant provides comprehensive administrative and logistical support to the Global Grids Catalyst (GGC) team. This role ensures smooth day-to-day operations, effective coordination across global time zones, and well-organised meetings, events, and communications. The Executive Assistant will support the Executive Director, the Program Director – Grid Systems, and the Program Director – Asia, enabling them to focus on strategic, technical, and partnership priorities.

This position is central to keeping the team focused, efficient, and well-coordinated.

• Manage the Executive Director’s calendar, scheduling, correspondence, and travel arrangements.
• Provide administrative support to the Program Directors, including scheduling, coordination, and meeting preparation.
• Draft, edit, and format correspondence, presentations, and internal communications.
• Maintain a system for tracking priorities, deadlines, and follow-up actions on behalf of leadership.

• Provide support forlogisticsfor in-person events such as funder meetings, COP side events, retreats, and team workshops.
• Prepare agendas, meeting materials, slide decks, and briefing notes; take and distribute detailed notes as needed.
• Track action items and ensuretimelyfollow-up across team members and partners.
• Setup andoperatevirtual and hybrid meetings across multiple time zones with careful attention to accessibility and participation.

• Support the ED and PDs invoice processing, reimbursements, vendor payments, and contract coordination with PIE’s operations team.
• Maintain team calendars, contact lists, and knowledge management systems (e.g., shared drives, document libraries).
• Assist with onboarding of new team members, ensuring smooth access to systems and information.
• Helpmaintaininternal workflow processes and ensure clear communication across distributed team members.
• Provide ad hoc administrative support to the Operations Lead and other Secretariat staff as needed.